Executive Assistant for Operations

Job Summary: The Executive Assistant of Operations is responsible for performing a variety of duties designed to support the Assistant to the Executive Director for Operations (“Director”) as well as the needs of the Operations Division. The Executive Assistant performs various confidential high level administrative and technical duties related to a variety of divisional functions and fosters a positive image of the division and Bucks IU. This position regularly handles sensitive information, which requires exercising sound judgement in safeguarding the confidentiality of this information.

Essential Functions

• Confidential Employee:
• Maintain a thorough knowledge of the organization and function as an extension of the Director.
• Manage all inquiries and requests for the Director, assessing their urgency, confidential nature, and importance; and respond to requests not requiring the attention of the Director.
• Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee performance evaluations, negotiations, employee related items (if applicable).
• Work independently in the absence of the Director to assure the continuity of the work to meet deadlines.
• Calendar/Schedule Management:
• Assist with the management of the Director’s calendar, plan, and schedule meetings; make travel arrangements, including conference registration and hotel reservations, when necessary.
• Assist with the planning and preparation of all meetings and events facilitated/chaired by the Director, including the reservation and preparation of rooms, ensuring nameplates are available, preparing agendas and meeting documents, and ordering and overseeing catering arrangements. Responsible for payments of invoices in accordance with IU purchasing and payment procedures.
• Communication:
• Coordinate, organize, compile, and communicate information relevant to internal and external meetings, including but not limited to, email, voicemail and written correspondence with the Director’s network of colleagues, Bucks IU employees, educational institutions, community agencies, Pennsylvania Department of Education, Board of Directors, state and federal agencies, school districts, various stakeholders, superintendents (if applicable), district administrators, administrative staff and all other staff or outside participants.
• Prepare correspondence, compose letters, reports, such as board mini-reports, ad-hoc special reports, divisional program intelligence reports, research briefs, etc. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials, as necessary.
• Coordinate, organize, compile, and communicate information relevant to meetings with district administrators and administrative staff. These duties include drafting agendas for the Director based on ongoing communication with council members and minutes from the following meetings: staff meetings, Advisory Council meetings and any other divisional meeting that requires communication.
• Maintain the Operations Division Team SharePoint site, update documents, and shared information.
• Record Maintenance:
• Sort, file, and retrieve materials, correspondence, records, reports and other items and purge such files as needed. Maintain files and records pertinent to the Director to ensure availability and confidentiality of material on file.
• Maintain divisional records and data entry, including upkeep of accurate information (if applicable).
• Standard Operating Procedures (SOP):
• Assist in the SOP creation/management for the division, including ensuring that SOPs are up-to-date and distributed appropriately.
• Oversee maintenance of division SOP’s including updates, storage, and distribution of all written documents.
  
  

Division Specific Functions

• Assist the Administrators of the Operations Division in organizing teams, data sheets, materials, and other information pertinent to the operation of the Operations Division.
• Assist the Operations Division with logging, tracking, and payment of invoices, purchase orders for contracts, licenses, software, telecommunications, internet and other needs for the entire Bucks IU. This includes maintaining an accurate accounting of the budget balances and the purchase order balances. This requires projecting the ongoing needs and projects of the division as related to those encumbrances in accordance with the Administrators of the Operations Division.
• Provide support for the management of all Operations Division budgets, including Technology Services, Facilities, Safety/Security, and Enterprise expenditure budgets and the corresponding revenue budgets, as applicable.
• Follow Bucks IU purchasing procedures to request encumbrances and order supplies in accordance with the appropriate budget. Assist with the training of the Division Administrative Assistants as related to the purchasing procedures, invoicing, and tracking of budget and purchase orders for the division. Acts as a backup for those positions as needed.
• Research, compile, schedule, summarize information as needed by the Administrators of the Operations Division. Independently multitask, prioritize, organize and expedite workflow for the division with regard to mail, internal forms, supplies, and other items to ensure proper distribution for further processing.
• Draft Board motions and coordinate the approval process for contracts, procurement, licensing, etc. using ContractLogix and BoardDocs for the Operations Division.
• Monitor deadlines to ensure the Administrators of the Operations Division are aware of the upcoming deadlines, renewals, meetings, and any other issues.
• Work together with the Project Coordinator(s) and Administrators of the Operations Division as a project assistant for special projects that require ongoing departmental or divisional interactions in order to implement (i.e. software implementation projects, building projects, etc.).
• Manage the Data Security Letter acquisition from vendors as needed, to ensure appropriate data security for HIPAA and FERPA protection. Ensure that data security letters are in place and up to date during the purchase requisition approval process. Coordinate any request for changes to data security letters with the Administrators of the Technology Services Department and outside technology legal counsel.
• Assist with the management of several consortiums with quoting, invoicing, communication and any operational needs for professional services and purchasing agreements on behalf of the Intermediate Unit and its constituent districts/schools.
• Assist with the security of the Intermediate Unit in the ID badge process, issuing ID badges and providing first-line user support for access control issues.
• Assist in the SOP creation/management for the Operations Division, including Facilities, Safety and Security, and Technology Services, ensuring that SOPs are up-to-date and distributed appropriately.
• Maintain Operational Division meeting minutes and follow-through of tasks as assigned, utilizing OneNote within the Operations Division Team SharePoint system.
• Assist with various Advisory Council and other meetings (agendas, food, beverages, and setting up for meetings).
• Assist with the ordering of services and client invoicing of the Bucks County Regional Wide Area Network (RWAN) for all members/districts/schools.
• Assist in the E-rate processes, providing management of all invoices and related materials for the E-rate application and review process, working with the Administrative Assistant for Technology Services. This includes providing direct support to the Director, Administrators of the Technology Services Department, and the E-rate Consultants.
• Maintains a working environment of excellence in customer service for internal and external stakeholders.
  
  

Supervisory Responsibility: None.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods, and to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work may vary based on position and division but generally are from 8:30 a.m. to 4:30 p.m. Occasional evening and/or weekend work may be required as job duties demand. Assistant to the Executive Director for Operations will coordinate 24/7 coverage schedules, as required during times of emergency situations and/or severe weather.

Travel: Little travel to client locations is expected for this position.

Education And Experience

• High school diploma.
• Associate’s degree beneficial.
• Minimum of 3 years in Business Administration, Technology, and/or Operations Support is required.
  
  

Knowledge, Skills And Abilities

• Excellent management, organizational, planning and interpersonal communication skills.
• Skilled in Microsoft Office products including Excel, Word, PowerPoint, and Outlook.
• Experience with Financial Reporting and Budgeting processes.
• Ability to create, manage and edit spreadsheets and varied reports.
• Ability to maintain financial and budgetary records for multiple accounts.
• Time management skills are essential.
  
  

Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.

EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.

Primary Location

US-PA-DOYLESTOWN

Work Locations

Bucks IU Administrative Office

Job

Administrative Support

Organization

Bucks IU Business Unit

Schedule

Full-time

Employee Status

Regular

Job Posting

Mar 27, 2025, 8:28:55 AM